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Question

Question

Alternate Retention Cutoff

asked on November 17, 2022

Maybe this is something easy I am missing but I am messing around with an alternate cutoff instruction.  This is just a dummy record and info.

Schedule - 2 Years after coverage terminates

Cutoff Event - Coverage End Date

OR

Schedule - 6 Years after termination

Cutoff Event - Termination Date.

 

I have a dummy record where I have the filing date of 7/1 and I have set the expiration of coverage to 12/31.

 

I cannot cut this off since of course it's not 12/31 yet.  Now lets say this person gets terminated today so I want to set the alternate retention schedule and I set the termination of today.

Why can I not cutoff this record?  I still see the Cutoff Instruction as Coverage Termination but the alternative event has kicked in.  We'd want to cut this off today as the termination date is today.

What am I am missing in the setup or actions?

 

Thanks,

Chris

 

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Replies

replied on November 17, 2022

Setting an Alternate Retention Schedule Event Date only alters the retention schedule applied to the record, not the cutoff criteria. The "Alternate Event" is best understood as flag that switches the record to use the Alternate Retention Schedule. The Alternate Event property is completely independent from the Cutoff Instruction and Cutoff Eligibility calculations, even if it uses one of the same Events as the Cutoff Instruction.

Here's what I believe you need:

  • Cutoff Instruction: Coverage/Employee (?) Termination
    • Cutoff eligibility requires any event
      • Events:
        • Either both:
          • Coverage Termination
          • Employee Termination (create this event either way)
        • OR the single combo event:
          • Coverage/Employee Termination
  • Retention Schedules
    • Retain 2 Years After Coverage Terminates, then Destroy
      • Instructions: Retain for 24 months, then Destroy
      • Alternate Instructions:
        • Event: Employee Termination
        • Retention Schedule:  Years After Employee Termination
    • Retain 6 Years After Employee Termination, then Destroy
      • Instructions: Retain for 72 months, then Destroy 

 

In the case of Coverage Termination:

  1. Set the main Event Date for "Coverage Termination" or the "Coverage/Employee Termination" combo event (if you went the combo route) so the record becomes eligible for cutoff.
  2. Cut the record off.

 

In the case of Employee Termination:

  1. Set the main Event Date for "Employee Termination" or the "Coverage/Employee Termination" combo event (if you went the combo route) so the record becomes eligible for cutoff.
  2. Additionally set the Alternative Retention Event Date to switch the Alternative Retention Schedule.
  3. Cut the record off.
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replied on November 30, 2022

Great, thanks Sam - I appreciate the response.  I will get all this down and start experimenting with the options.

 

Thanks again!

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